Choosing the right office hoteling software goes beyond pricing—it’s about finding solutions designed to support hybrid work environments.

The best tools should offer advanced booking features, seamless integrations, real-time availability, and data-driven insights to ensure that your team can work efficiently and that the workplace experience is superb.

Here’s a look at some of the top hybrid-friendly solutions, showcasing their distinct features and benefits to help you make a well-informed choice.

1. Gable HQ

Gable HQ is a room and desk booking software solution for hybrid workplaces. Its user-friendly dashboard helps businesses with distributed teams efficiently handle hot desking policies, visitor management, and event orchestration.

With real-time analytics, Gable offers insights into space utilization, enabling companies to optimize layouts, enhance employee experience, and improve their real estate use.

Key features: 

• Real-time room and desk booking system
• Space utilization analytics
• Smooth integration with HR systems, Slack, Google, and Microsoft Teams
• Granular, highly customizable, and role-based access controls
• Access control integrations
• Wayfinding features
• Event orchestration add-on
• Visitor management add-on, with QR code check-ins

Pros:

• Adaptability and emphasis on flexible work make Gable an excellent fit for modern workplaces.
• Crucial real-time insights allow informed decision-making to improve office layouts and employee engagement.

Cons:

• Businesses with a fully on-site workforce may find some features less applicable.

Pricing: Gable offers flexible pricing options, with pay-as-you-go starting at $3 per seat per month and visitor management starting at $150 per month per location.

Advanced booking features

Central to Gable HQ’s offerings is its room and desk booking solution. It lets employees see conference room and desk availability in real-time and easily book spaces with just a few clicks.

Apartment List shared, “The number of bookings and get-togethers has increased and keeps growing. And the team is loving it. It’s a big deal for them to get into the same space again and collaborate, and it makes them feel they are set up for success.”

Hybrid management and collaboration tools

Gable HQ offers tools that enhance collaboration, making it easier for teams to work together. The platform integrates with Slack and Microsoft Teams, enabling employees to check availability, make reservations, and join each other in the office.

In addition to integrations, Gable supports collaboration with features like real-time notifications that show when other teams book workspaces. Employees can also check who’s in the office for the week and share bookings with teammates, fostering transparency and teamwork in hybrid environments.

Future praises Gable, “What started by visiting coworking spaces a few times a week turned into after-hour yoga classes and team happy hours. It would never organically happen if they weren’t together in a Gable space.”

Data-driven insights for optimized space use

Gable HQ provides robust analytics that gives valuable insights into workspace use. The platform monitors occupancy trends, peak usage times, and workspace preferences, equipping facilities managers with the data to optimize floor plans and pinpoint underused areas.

Checkr is all in on the data analytics: “We can look at where our team members are and which teams use the platform most often, and having that knowledge readily available within the Gable dashboard is incredibly helpful for us. We can then market and talk to our teams intentionally to get them together more often, plan events, and get them excited about this experience.”

2. Robin

Robin is recognized for its user-friendly interface and strong integration capabilities, making it a good option for managing hybrid work models. It allows employees to effortlessly book desks and meeting rooms while syncing smoothly with scheduling tools.

Key features: 

• Desk and meeting room booking
• Integrations with Outlook, Google Calendar, Microsoft Teams, and Slack
• Mobile app access

Pros:

• The simple, intuitive interface makes Robin a valuable tool for businesses of all sizes.
• Flexible integration options are especially beneficial for teams that require real-time calendar coordination.

Cons: 

• It lacks most of the advanced data analytics that many Robin alternatives offer.

Pricing: Robin has tiered pricing plans, reportedly beginning at $5 per seat per month for desk bookings and room reservations.

3. Envoy

Envoy delivers robust desk booking software for managing visitors and ensuring workspace safety in hybrid settings. Its tools to reserve desks and visitor registration simplify entry management, enhancing efficiency and security in the workplace.

Key features: 

• Desk booking, visitor management, and analytics to assist businesses in monitoring space utilization
• Health questionnaires and screening ensure workplace safety with pre-arrival health checks 
• Access control integrations that connect with security systems to enable controlled check-ins

Pros:

• Envoy’s emphasis on safety and visitor management makes it an excellent choice for companies aiming to optimize their security processes.

Cons: 

• Organizations primarily focused on desk management may find some of Envoy’s alternatives better suited.

Pricing: Envoy’s desk and room booking starts at $5 per seat per month. For visitor management, Envoy offers packages starting at $329 per location per month.

4. OfficeSpace

OfficeSpace is a user-friendly platform that streamlines the process of booking desks and rooms. Its focus is on simplicity and effective space management. The tools offered by OfficeSpace provide clear visual representations of office layouts.

Key features: 

• Desk and room booking
• Visual floor plans and resources for planning relocations or reconfigurations
• AI assistant Ossie delivers quick insights into office space utilization.

Pros:

• The intuitive interface and AI-driven insights make it an excellent option for companies looking to enhance their space efficiency.

Cons: 

• OfficeSpace’s features may be too much for smaller businesses with basic requirements.

Pricing: OfficeSpace customizes its pricing. You will need to reach out to them for a quote.

5. Teem

Teem distinguishes itself with a data-driven approach to workspace utilization, delivering valuable insights into occupancy and space management. It’s perfect for companies looking to analyze and enhance the use of their spaces.

Key features: 

• Conference room booking and desk reservations
• Data analytics that monitor occupancy trends over time
• Visitor management feature streamlines office entry

Pros:

• Robust analytics capabilities suit organizations that rely on data for their decision-making processes.

Cons: 

• Smaller companies focusing primarily on desk management may not need all of Teem’s data insights.

Pricing: Teem provides customized pricing tailored to the specific needs and scale of the organization.

6. Skedda

Skedda is recognized for its budget-friendly pricing and easy-to-use interface, making it a smart option for businesses looking for adaptable booking solutions. The platform’s interactive floor plans and automation features streamline scheduling and space management.

Key features: 

• Interactive floor plans allow users to visualize and interact with the workspace layout in real time. Employees view available spaces, apply filters for amenities or room types, and book directly from the floor plan.
• With customizable booking conditions, online booking supports versatile use cases, from desks and meeting rooms to labs, universities, and parking spaces.
• Automation tools, including a custom rules and roles engine, enable organizations to automate complex booking policies and rules, reducing administrative tasks and ensuring efficient space management.

Pros:

• Skedda’s affordability and flexibility make it ideal for companies with limited budgets or those needing simple booking solutions.

Cons: 

• Skedda does not offer more advanced workplace management features, such as detailed occupancy analytics, hybrid workforce collaboration tools, and visitor management.

Pricing: Skedda plans start at $99/month for one space.

7. Condeco

Condeco is a powerful room scheduling solution for larger teams and complex organizations. It offers extensive desk and room booking capabilities and in-depth analytics.

Key features: 

• Desk and room booking that accommodates large office environments requiring high space utilization by supporting various workspace types, including fixed, flexible, and bookable workspaces, catering to different roles and working schedules
• Visitor management
• Predictive analytics forecasts future workspace demands, assisting in proactive planning and resource allocation

Pros:

• Condeco’s wide range of features is ideal for large organizations.

Cons:

• Condeco may be more complicated and expensive for smaller businesses or teams with simpler requirements.

Pricing: Condeco offers customized pricing based on the size of the company and the features needed.

Honorable mentions

Several additional solutions may fit niche needs: 

• Kadence offers AI-powered booking suggestions and supports global teams, which is ideal for larger organizations with distributed workforces. 

Officely integrates with Microsoft Teams and Slack to provide real-time attendance tracking and desk booking, making it a great choice for tech-savvy companies looking to boost in-office engagement.

Comparison table: Key features and pricing

When choosing the right office hoteling software, a straightforward side-by-side comparison can make the decision-making process easier. Here’s a quick overview of each platform's key features, strengths, and possible drawbacks, along with pricing details and ideal scenarios.

Choosing the right office hoteling software is a crucial decision that can significantly influence your team's productivity and the overall effectiveness of your workspace.

Here’s a step-by-step guide to help you find software that perfectly meets your organization’s specific requirements.

1. Identify your business needs

Before exploring specific software options, evaluating your organization's needs is essential. A suitable office hoteling solution should match your team's structure, workspace objectives, and operational workflow.

Here’s a checklist to help you get started:

• Team size and structure: Consider how many users will access the software and whether your team operates entirely remotely, on-site, or in a hybrid model. This guides your decision on whether you need extensive hybrid scheduling or basic on-site desk reservations.
• Office layout and space requirements: Reflect on how your current space is arranged—do you need individual desks, shared workstations, or collaboration areas? Some software is better at managing intricate layouts, while others work well for simpler configurations.
• Data and analytics: Assess whether you need reports on space usage and occupancy trends to enhance your layout. If these insights are vital, choose software with robust analytics features.

This initial evaluation helps clarify your organization’s priorities, allowing you to focus on options that meet your specific requirements.

2. Evaluate integration capabilities

Integration is essential for ensuring smooth workflows and effective communication within your team. Look for office hoteling software that offers integrations with popular tools such as calendar and messaging platforms:

• Integration needs: Identify your team's tools for communication and scheduling. For example, if your team depends on Microsoft Teams and Google Calendar, look for software that integrates smoothly with these platforms.
• Calendars and scheduling: Choose software that integrates with tools like Outlook, Google Calendar, and iCal. These integrations enable employees to align their desk reservations with their schedules, minimizing booking conflicts.
• Communication platforms: If your team uses platforms like Slack or Microsoft Teams, integration capabilities are crucial for real-time booking updates and notifications. For instance, Robin and Envoy provide Slack integrations, allowing team members to receive booking confirmations or updates directly in their chat.
• Data syncing: Some software solutions, like Gable HQ, include HRIS and analytics integrations that provide deeper insights into space utilization and team dynamics, making it easier to adapt as needs evolve.

Effective integrations enhance the user experience and boost productivity by incorporating hoteling functionality into the tools your team already uses.

3. Consider user experience and adoption

User experience is vital when implementing any new software. An intuitive design and an interface that’s easy to navigate help employees adapt to the platform quickly and increase the chances of widespread acceptance.

• Ease of use: To streamline the booking process, look for platforms with a straightforward, user-friendly layout. Options such as Gable HQ, Skedda, and OfficeSpace are highly rated for their intuitive interfaces, making it simple for even those who aren’t tech-savvy to get started.
  
  
• Mobile accessibility: The capability to make, view, and modify reservations while on the move is a significant advantage, especially for employees who may not always be in the office.
  
  
• Customer feedback: Investigate case studies, user satisfaction ratings, and reviews. Software that receives high marks for usability typically reflects a smooth user experience and strong customer support.

By following these guidelines, you’ll be well-prepared to select an office hoteling solution that fulfills your technical needs and aligns with your team’s unique workflow and culture.

Key features to look for in office hoteling software

Choosing the right office hoteling software requires understanding the features that effectively support a dynamic, hybrid workspace. Not all solutions provide the same capabilities, and picking software that fits your team’s daily operations can significantly impact productivity.

Along with mobile access, integrations with existing tools, and an intuitive user experience, here are some essential features to keep in mind:

• Flexible desk booking: the hot desking and meeting room booking features are central to any office hoteling software. This allows your employees to easily reserve workspaces, whether planning or booking a desk on the fly. Look for systems that support flexible workspaces and streamline the desk booking process with filters for location, amenities, or desk type, ensuring everyone can find the perfect spot.
• Real-time availability: Real-time availability data gives you an accurate view of the workspace at any moment. This feature allows team members to instantly check who’s in the office that day, making collaboration easier and ensuring no one is left scrambling for space.
• Mobile access: The best hoteling software includes mobile apps enabling employees to check in, make reservations, and modify bookings from their phones. This feature enhances convenience and allows everyone to manage their schedules flexibly.
• Integration capabilities: Integration with tools like Outlook, Google Calendar, Microsoft Teams, and Slack can save you time and minimize complications. Integrated software helps employees align bookings with their daily schedules and collaborate more effectively.
• User experience: Finally, user experience is vital. An intuitive interface and easy navigation are key to team adoption. The software should make the booking process easier. Look for options with positive user feedback, straightforward onboarding, and strong support.

These features are essential for effective office hoteling software, fostering an environment where your team can prioritize productivity, flexibility, and collaboration.

Looking for a streamlined office hoteling solution?

Discover how Gable HQ’s space scheduling software can elevate your team’s hybrid experience with seamless booking, actionable insights, and more. Book a demo today!

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